How Do I Word My RSVP and Set a Respond-By Date?
Your RSVP wording should clearly ask guests to confirm whether they’ll attend and provide any details you need—such as meal choices or plus-ones. A simple line like “Please RSVP by July 10” works perfectly. Just choose a respond-by date that’s at least 3–4 weeks before your event so you have time to finalize numbers, seating, and catering.
RSVP wording can feel surprisingly tricky, but it doesn’t have to be. Once you know what information you need from your guests—names, attendance, meal choices, or anything else—the rest is simply choosing clear, straightforward language. Below, we break down the essential elements of a well-written RSVP card, along with examples you can adapt for any event.
The key is to be clear, concise, and cover all the necessary information you need from your guests.
1. The Main Request Line
Keep it simple and recognizable.
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RSVP (or R.S.V.P.)
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Kindly Respond By [Date] (great for formal events)
2. The Respond-By Date
This is the most crucial detail.
Example: Respond By: October 1st
3. Guest Name Line
Give guests a clear place to write their name(s):
Name(s): ______________________________
4. Accept / Decline Options
Offer clear choices:
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☐ Happily Accepts
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☐ Regretfully Declines
5. Guest Count (Optional but Helpful)
If you need a final headcount:
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☐ Number Attending: ______
6. Additional Information (If Needed)
If your event includes dinner or special requirements, add a simple prompt:
Meal Selection
Please indicate your dinner choice(s):
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☐ Chicken
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☐ Beef
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☐ Vegetarian
Dietary Restrictions
Please note any severe allergies or dietary restrictions:
Pro Tip: Ask guests to initial their meal choice—it prevents confusion later.
Smart Host Tips
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Include a stamped return envelope:
This simple touch makes it much easier for guests to reply and significantly increases response rates. -
Be firm with follow-ups:
Once your respond-by date passes, follow up promptly. A polite reminder email or message is usually all it takes. Don’t wait—late RSVPs create stress for seating charts, catering, and final headcounts. Reach out within 24–48 hours of the deadline to keep everything on schedule. -
Send a reminder before the deadline:
A quick note one week before the RSVP date helps guests who forgot or misplaced the card. This small prompt can prevent a lot of last-minute chasing. -
Make your respond-by date easy to read:
Place the deadline in a clear spot on your RSVP card (top or bottom center). The more visible it is, the faster guests take action. -
Keep your RSVP card uncluttered:
Only ask for information you truly need. A clean layout encourages faster responses and makes it easier for guests to fill out. -
Offer more than one way to respond (if you can):
Some guests prefer mailing the card; others prefer scanning a QR code and replying online. Providing both options improves convenience and increases overall response rates. -
Plan for a small number of late replies:
Even with the best planning, a few guests will miss the deadline. Build a little buffer time into your schedule so last-minute updates don’t disrupt your event planning.
Step into a world of elegance and style with our “Cocktails and Conversations” invitation suite. Featuring a cocktail drink and shaker illustration, it’s perfect for corporate, company, or professional business events where a polished RSVP card completes the set.
Explore the suite here: Cocktails and Conversations InvitationWhen Should I Set My RSVP Deadline?
No matter your event size, the ideal respond-by date should allow you to finalize catering, headcounts, seating, and bar quantities without feeling rushed.
Recommended respond-by windows:
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4–6 weeks before the event for corporate parties and formal gatherings
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3–4 weeks before for casual mixers or office socials
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Longer (6–8 weeks) if you need security clearance, pre-ordered gifts, or venue-specific requirements
You’ll always have a few guests who reply late—so choose a date that builds in room for follow-ups.
RSVP Wording Styles
Below are three polished options you can customize for any corporate or professional event. Your RSVP wording style should match the tone of your event. Whether your event is formal, casual, or modern, choosing the right wording ensures your guests know what to expect and helps keep communication consistent across your entire invitation suite.
1. Classic RSVP Wording
Classic Example
Kindly reply by November 18th
Name: _______________________
Guest names: __________________
☐ Will attend
☐ Will not attend
Classic With Menu Options
Kindly reply by November 18th
Name: _______________________
Guest names: __________________
Menu Option (please select one per guest):
☐ Beef
☐ Chicken
☐ Fish
☐ Vegetarian
Classic With Multiple Event Segments
Great for events with a welcome hour + main program, or ceremony + reception setups.
Kindly respond by November 18th
☐ Attending cocktails only
☐ Attending the full program
☐ Unable to attend
2. Casual RSVP Wording
Casual Example
RSVP by November 18
Name(s): _______________________
☐ We’ll be there!
☐ Can’t make it this time
Casual With Menu Choices
RSVP by November 18
Name(s): _______________________
What would you like for dinner?
☐ Chicken
☐ Pasta
☐ Veggie
Casual With Attendance Options
RSVP by November 18
Name(s): _____________________
We’re joining for:
☐ Cocktail hour
☐ Main event
☐ Both
☐ Sadly, we can’t attend
3. Modern RSVP Wording
Modern Example
Reply by 11.18.20XX
☐ Yes
☐ No
Modern With Meal Selection
Respond by 11.18.20XX
Attending:
☐ Yes
☐ No
Meal choice:
☐ Chicken
☐ Steak
☐ Vegetarian
Modern With Multi-Segment Options
Reply by 11.18
Attendance:
☐ Cocktails
☐ Program
☐ Both
☐ Not attending
How to Add a QR Code to Your RSVP Card for Easy Online Responses
If you prefer a more streamlined way to collect responses, consider using a digital RSVP form alongside your printed cards. It’s the best of both worlds—guests receive a beautifully printed RSVP card, but they reply online using a quick QR code scan.
Simply add a small QR code to your RSVP card that links to your digital form. When guests scan it, they’ll be taken directly to your online RSVP page where they can confirm attendance, add meal choices, and answer any extra questions without having to mail anything back.
If you’d like to create a polished online RSVP page, tools like RSVPify make it easy to build custom forms, track guest responses, and manage headcounts in real time. It’s a modern, efficient option that pairs perfectly with professionally printed RSVP cards.
This hybrid approach is especially useful for corporate events, large gatherings, and any occasion where organizers want quick, accurate responses.
And if you choose to print your invitations with us, you can simply send us your QR code—we’ll place it on your RSVP card for you at no extra cost.
It’s a modern, stress-free option that blends printed stationery with digital convenience.
Extra Questions You Can Add to Your RSVP
Event hosts increasingly customize RSVP cards to make planning easier and create more memorable experiences. Popular optional questions include:
Practical Add-Ons:
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Dietary restrictions or allergies
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Accessibility needs
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Transportation/shuttle needs
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Drink preference (great for mixologist events!)
Fun and Engaging Add-Ons:
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Request a song for the playlist
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Your favorite cocktail or go-to drink
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What topic are you most excited to talk about tonight?
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Share a fun fact about yourself
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What’s your signature karaoke song?
Encouraging guests to answer something playful helps make your event feel truly interactive.
Pro Tip: Our printed RSVP cards allow you to include any field, checkbox, or question you need—at no extra cost. Whether you want menu choices, drink preferences, shuttle needs, or a fun guest prompt, everything can be personalized to suit your event.
Final Tips for Perfect RSVP Wording
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Match the tone of your invitation suite (classic, casual, or modern).
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Keep your respond-by date clear and easy to spot.
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Avoid clutter—only include what you actually need.
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Don’t be afraid to add something fun; guests remember the personal touches!
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Customize your printed cards to gather all the details in one place.
Ready to design a modern RSVP card for your event?
Every printed invitation in our shop includes a coordinating RSVP card. Browse our invitation collection, select the design you love, and we’ll create a beautifully matched set for you.
Explore our invitations at Claudia Owen.
Looking for more RSVP strategy? Read our guide:
How to Boost RSVPs with Professional Corporate Event Invitations
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